Update on Email Overload

rsz_emailpullingbypersonWell, it has been a few weeks now and I have diligently been working on clearing out my email inbox of 13,000 emails. See the earlier post to catch up. I am happy to say after working on it a few hours a day I am now at zero emails in my inbox. Yay! I found the bulk search and delete feature I was looking for in my email program and this made it much easier to plow through. I also have now set up several email rules to divert known mail messages into specific folders so that my inbox will not be cluttered like it was again. That way I can go to the individual folders and half of the decision is already made.

I have also unsubscribed to dozens of lists that I was on that I was not reading and was probably never going to read. This may be hard for some, but this is the time to get real with yourself and save your sanity.

What I am learning through this process:

  • Your inbox is not a to do list. This is a hard one because it is so easy to leave things in your inbox that you need to do instead of dealing with it right away.
  • Your inbox should not be a catchall for delayed decisions.
  • Just like anything else your inbox needs daily attention and cleaning.
  • Just because I purchased from you in the past doesn’t mean I want to hear from you every two days!
  • The biggest offender clogging up my inbox was all of those Facebook alerts. That was an easy fix I just go in and cut them off since I am on Facebook during the day anyway.

It has taken some time but now that I have plowed through this email inbox I am much more prepared to get a handle on all of my other email inboxes I have to keep up with. Granted they are not as bad as this one was, but better late than never to get them under control before they get out of hand like this inbox. I am also looking into updating my emails to go to one place so I can further organize and keep up with my emails. I hope this helps someone out there who has just as much stuff as me in their inbox to not feel alone and know that there is light at the end of the tunnel. Until next time.



Email Overload

So it was raining outside Saturday and I decided to spend the first part of my day rsz_envelopewitheruthlessly going through my emails in one of my accounts. Sometimes you just have to be honest with yourself about email and say "Hey, I haven’t read any of these emails in over a year and I’m not going to"!

This particular email account has over 13,000 plus messages in my inbox! Yes, you read that right! Now as a professional organizer I should know better, but I have over 6 other email accounts that I have to keep up with and so I have just let this one be the catchall and skim through daily for the emails that need my response. All other emails go unread unfortunately. This has lead to a backup of 13,000 messages in my inbox.

So today I am inspired to clean out my over bloated inbox and come up with a system to keep more on top of it. Here is what I am doing:

  1. I’m using the nifty search feature to pull up certain emails that I know that I don’t read and mass deleting them.
  2. I am unsubscribing from any email that I have not bothered to even look at! (this is a hard one because some I really did have good intentions of reading, but alas I am only one person.)
  3. Since I have about two years of these emails I am starting with the oldest emails first since many are expired information anyway. This makes the clean up process a heck of a lot faster.
  4. I’m taking my time. Because it is not feasible to think that I am going to get through all of these emails in one sitting. But if I do a hour or two a day I should have a nice and tidy inbox in no time.

So that is it. Not a fun task but a task that must be done none the less. One good thing about this is that I will learn the lesson of not letting my inbox get to this stage ever again. Daily maintenance and careful thought of what emails I sign up for is the key to having a tidy inbox. I would love to hear from you about how you keep your email inbox clean. You may not have a many as me, but we can all learn from one another. I will keep you posted on my progress. Hopefully I will be able to show a tidy inbox before weeks end next week. Fingers crossed!

iPhone for Organization

Well, I have had my iPhone for quite a few months now and I am loving how I can keep everything organized together on it. I use my iPhone to keep my various social networking activities together, I use it for banking, I use it to read books, I use it to listen to music, I use it to access my task lists on Google, and I use it to just unwind. I am loving the Amazon Kindle app for iPhone. I find it is much easier for me to read books on my iPhone. It is weird, but it gives me a sense of accomplishment as I blast with a touch of a finger through the pages. Plus I don’t have to buy that big $200+ Kindle from Amazon. The books are much cheaper also. I also use the Pandora app. This is great for me to unwind with and listen to uninterupted music. I am also using the Evernote app which lets me keep all of my notes, voice and text, synced between the iPhone, Mac and PC. And it is free! I am able to stay on top of billing with Freshbooks Minibooks for iPhone.

I can access my PC files with the Livedrive app for iPhone. I can do mobile banking with my banks app for iPhone. I am just loving all of the things I can do to keep organized with my iPhone and not have to carry around a laptop or bulky calendars. This is just the begining. I am constantly on the look out for more of what I can do with my iPhone to help keep me organized electronically.

If you would like to always be ready for tax time let me suggest Shoeboxed. You can sign up with them to have all of your receipts and business cards scanned electronically and then organized automatically for you. And the great thing about it is they have a iPhone app where you can take a picture of the receipt right from your iPhone and it sends it to your account. You don’t even have to send in the receipt manually. How cool is that?! If you would like to learn more click the picture below to find out how you can get more organized with your receipts and business cards.

Shoeboxed.com - Scan Receipts and Business Cards

Until next time….Happy Organizing!